Unlock Hidden Features to Boost Productivity, Collaboration, and Security
Whether you’re running a growing business or managing a small team, making the most of your technology can be the difference between thriving and merely surviving. Microsoft 365 is a powerful suite of tools designed to help small and medium-sized businesses (SMBs) work more efficiently, securely, and collaboratively, but many users only scratch the surface of what it can do.
At Capella Computer Solutions, we help UK-based SMBs unlock the full potential of their tech stack. Here are 10 practical Microsoft 365 tips that can save time, streamline workflows, and strengthen your business operations.
1. Use @Mentions in Outlook and Teams to Get Attention Quickly
Tagging colleagues with @Name in emails or Teams messages ensures they receive a notification that highlights your message. It’s a simple way to improve response times and keep communication focused, especially useful in busy inboxes or group chats.
2. Turn Emails into Tasks with Microsoft To Do
Managing tasks from your inbox can be overwhelming. With Microsoft To Do, you can convert emails into actionable tasks directly from Outlook. These tasks sync across devices and can be shared with team members, helping you stay organised and on track.
Example:
Received an invoice that needs approval? Turn it into a task and assign a due date, no need to keep it flagged or buried in your inbox.
3. Use OneDrive Version History to Recover Files
Accidentally overwritten a file or deleted something important? OneDrive’s version history lets you restore previous versions of documents, spreadsheets, and presentations. This feature is invaluable for teams working collaboratively or making frequent edits.
Tip:
Right-click the file in OneDrive > “Version History” > Select and restore the version you need.
4. Automate Repetitive Actions with Quick Steps in Outlook
Quick Steps allow you to automate common email tasks like moving messages to folders, replying with templates, or forwarding to your manager. You can create custom workflows that save time and reduce manual effort.
Example:
Set up a Quick Step to automatically forward invoices to your finance team and mark them as read.
5. Collaborate in Real-Time with Word, Excel, and PowerPoint
Instead of emailing attachments back and forth, share documents via OneDrive or SharePoint and co-edit them in real time. This eliminates version confusion and speeds up collaboration, especially useful for remote or hybrid teams.
Bonus:
Use the “Comments” feature to leave feedback without disrupting the document’s content.
6. Schedule Emails to Send Later in Outlook
Need to write emails outside of working hours but don’t want to disturb your recipients? Use Outlook’s “Delay Delivery” feature to schedule emails for a specific time.
How to Use:
In the email window, go to “Options” > “Delay Delivery” > Set your preferred send time.
7. Use Microsoft Forms for Quick Surveys and Feedback
Microsoft Forms makes it easy to create surveys, quizzes, and feedback forms. Whether you’re gathering customer insights or checking in with your team, Forms provides a simple, no-code solution.
Use Cases:
- Employee satisfaction surveys
- Customer feedback after service calls
- Event registration forms
8. Secure Your Data with Multi-Factor Authentication (MFA)
Cybersecurity is a growing concern for SMBs. Enabling MFA adds an extra layer of protection by requiring users to verify their identity with a second factor, such as a mobile app or text message, before accessing their account.
Why It Matters:
MFA can prevent 99% of account breaches caused by phishing or stolen passwords.
9. Use Teams Channels to Organise Projects and Departments
Instead of cluttered group chats, create dedicated Channels in Microsoft Teams for each project, department, or client. Channels keep conversations, files, and meetings organised and easy to find.
Example:
Create a “Marketing” channel for campaign planning, and a “Client A” channel for project updates and deliverables.
10. Explore Power Automate to Streamline Workflows
Power Automate lets you build custom workflows to automate repetitive tasks, no coding required. From saving email attachments to SharePoint to sending reminders for overdue tasks, it’s a powerful tool for boosting efficiency.
Popular Automations for SMBs:
- Automatically save email attachments to a shared folder
- Send a Teams message when a new form response is submitted
- Create calendar events from task deadlines
Need help setting up or optimising Microsoft 365 for your business?
Capella Computer Solutions offers tailored support, training, and managed services to help SMBs across the UK get the most out of their Microsoft 365 investment. Whether you’re looking to improve collaboration, enhance security, or automate workflows, we’re here to help.
